2. Critical steps in human resource management in an emergency

Checklist

  • Mobilise existing CO personnel/CO Emergency Response Team as first response.
  • Develop a clear staffing structure for the emergency operation requirements that identifies staff needs and reporting lines.
  • Ensure that HR is involved in the planning and that there is sufficient HR management capacity in the CO to manage emergency HR needs.
  • Decide on the most appropriate source of recruitment to meet emergency staffing needs.Mobilise international emergency response personnel by following Protocol D3 Emergency personnel mobilisation .
  • Apply adapted rapid recruitment procedures to fill national staffing needs.
  • Avoid ‘unethical recruitment’ or practices that do irreversible harm to local and national NGOs by poaching their staff – particularly with regard to references and notice periods
  • Use the staffing matrix to track and communicate international staffing needs with CI.
  • Complete all CO pre-deployment responsibilities for incoming staff members.
  • Arrange accommodation for all incoming staff and provide sufficient office space, phones and equipment for all incoming team members.
  • Note that all staff, both national and international, must be covered by insurance. No staff may be deployed to an emergency zone without first confirming insurance cover.
  • In case of conflict, check if war risk insurance is required and arrange as necessary.
  • Ensure all staff is issued with contracts and include a probationary period for all new staff, and closely monitor the expiry dates of all staff contracts.
  • On arrival/commencement, ensure all staff complete entry and administration forms and are issued with ID cards, equipment, per diems (daily rate), etc.
  • Ensure all new staff receive orientation, covering:
    • CARE’s values, structures and systems
    • CARE’s programme and emergency response
    • code of conduct, gender and diversity, prevention of sexual exploitation and abuse
    • safety and security briefing
    • orientation to the staff member’s role and job requirements.
  • Apply appropriate per diem and travel policies for emergency staff; update them if appropriate
  • Coordinate with finance and payroll units for payments and charging of staff costs.
  • Remember that the safety and security of staff takes precedence above all other factors.
  • Manage work hours effectively to avoid burn-out in the early stages of the emergency.
  • Put in place a rest and recreation (R&R) policy.
  • Ensure staff has access to psychological support services, especially after a critical incident.
  • Ensure performance of emergency personnel is managed and evaluations are completed.
  • Ensure all staff complete clearance procedures at the completion of their assignment.

In countries where there is no existing CARE presence:

  • Ensure all policies comply with local labour laws.
  • Put HR infrastructure in place to help move from set-up phase to ongoing programmes.
  • Adapt a human resources policy manual (sample annexed 16.47) as soon as possible.
  • Establish a basic salary scale as quickly as possible.
  • Determine employee benefits appropriate to local context and legal requirements.